Small Business Coordination Record (also called DD-2579), is a management tool to screen proposed acquisitions to ensure that:
An equitable opportunity has been provided to small and disadvantaged business to participate in the proposed acquisition
A subcontracting plan is attached, when required.
Typically, the contracting specialist working on a proposed acquisition initiates the creation of DD-2579. FAR 19.505 describes when preparation of a DD-2579 is appropriate.
The DD-2579 is reviewed and signed by any of the following persons (roles): Contracting Officer, Small Business Representative, SBA Procurement Center Representative, Small Business Professional, Small Business Director, and Small Business Specialist.
A DD-2579 can be started at the following points of the acquisition flow:
After creating a draft award modification, draft IDV with Lines modification or draft IDV without Lines modification.
A contracting specialist can start creation of DD-2579 for a draft solicitation.
Note: One CLM document (IDV with Lines modification, IDV without Lines modification, award modification, solicitation) can be associated with one DD-2579 only.
In order to create a DD-2579 document and associate it with a CLM document, login with the appropriate credentials and navigate to the Small Business Coordinator responsibility. Click the Small Business Coordination Records link to open the Small Business Coordination Records page. The Search region enables you to find existing DD-2579 documents. Enter values in one or more of the search criteria fields and click Go. The search results appear in the region below. Select a Small Business Coordination Record by clicking the Select radiobutton and then you can select an action from the Select action list of values:
Update enables you to edit the document you created recently. The status of the document is Draft.
Delete enables you to delete the document you created recently. Only DD-2579s with a status of Draft can be deleted. The system displays a warning, asking you to confirm deletion of the DD-2579. If you confirm and click Yes, the DD-2579 is deleted and is no longer visible in the search results.
Submit for approval: When you select Submit for Approval, the system first validates the DD-2579 document for inconsistencies and errors. All errors and warnings are displayed in the Validation Results page. If there are errors displayed, then you cannot proceed with the approval until you fix the errors. If there are warnings, you may bypass them and move forward with the approval process. When the DD-2579 is approved, the status of the document changes to Approved. If there are no approvers assigned, that is, the document does not go to different users for approval, then the status of the document automatically changes to Approved.
Click the Create Small Business Coordination Record button to create a DD-2579. In the Create Small Business Coordination Record, enter the Operating Unit, Name (of the Small Business Coordination Record document) and Administrator Name – these are mandatory fields. For a new DD-2579, the status of the document displays initially as Draft and the Version number of the document is 1. Enter the information and click Apply to save your work and return to the Search page. Otherwise, click Apply and Add Details if you want to proceed with the creation of the DD-2579 creation. The Small Business Coordination Record page displays with the control number of the document (for example: 10700) displayed at the top of the page. Based on the configuration, users may have to enter a unique control number manually.
Control number is the unique identifying number for the DD-2579. This field appears if the document is enabled for manual document numbering, or configured to use the customized numbering procedure. Using automatic document numbering, the control number is automatically generated. The system invokes the automatic numbering logic or customized numbering procedure, based on the implementation steps, to provide a unique control number for the DD-2579 document. For more information on document numbering, refer to the Oracle Contract Lifecycle Management for Public Sector Implementation Guide.
The Header page is displayed by default (highlighted in the top left corner of the page, with the rest of the navigation links). The following fields are defaulted in the first region of the Header page (some of the fields are from the Create Small Business Coordination Record page): Operating Unit, Version, Control Number, Status (initially the status displays as Draft), Name, Type of Coordination, Administrator, Signature Type.
Name: This field enables you to provide a unique description for the DD-2579 document.
Administrator: The value of this field defaults to the user who is creating the document. If the user is an administrator, then an LOV displaying all active employees will appear.
All notifications about the DD-2579 are sent to the administrator. The administrator has the right to start the document for approvals, enter proxy signatures, and so on.
Version: Starts with 1 for the base document. Every time a new revision is created, the version number is incremented by the system.
Status: Status is defaulted to Draft. Various business actions cause a change in the status value. The status field is not editable by users.
Type of Coordination: When a DD-2579 is started, the value of Type of Coordination is always Initial Contact. When a DD-2579 is revised after the document is signed, the value of Type of Coordination is Modification. When a withdrawal revision is started, the value changes to Withdrawal.
The Source Document Details region enables you to associate a CLM document with the DD-2579. Select a Document Type (award modification, IDV with Lines modification, IDV without Lines modification, solicitation) from the search list of values and then select a document number from the Document Reference list of values. You can use the list search to filter the data. You can associate only one CLM document to a DD-2579 at a given time.
The tabs – Coordination Information, Set Aside Details, and Notes – enable you to enter additional information about the DD-2579.
You can use UDA (User Defined Attributes) attributes to capture additional information in these tabs. You can also use personalization to make columns visible and enabled for information capture.
In the Coordination Information tab, the Procurement Information region consists of fields from the CLM document (example: Contracting Officer, Buyer, NAICS Code, Currency, and so on). Click Copy Source Document Values to default the values in these fields from the source CLM document specified in the Source Document Details region. Also enter the values in the Additional Info region as appropriate.
Note: Clicking Copy Source Document Values will override existing information in the fields, if any. You could potentially lose the data you have entered if you use this button after entering information.
Using the Set Aside Details tab, in the Recommendations region, enter a Set Aside Type and a Set Aside Percent (%). This enables you to set aside some percent of the contract to small businesses. Enter a value for the Acquisition Type in the Acquisition History region. If your procurement is a first time purchase, you need to select First Time Buy from the list of values. If your procurement is a previous acquisition, you also need to enter the previous acquisition details in the Previous Acquisition region.
Enter short text in the Notes tab, so that other users know the notes you have entered. Click Add Note to open the Add Note page. Select a Note Type from the list of values, then select if you want the note to be public, private or published using the Visibility list of values. Enter the actual note text in the Note text field. Click Apply to return to the Small Business Coordination Record page and to see your newly create note.
The Signatories page is used to capture signature and signatory information. The Parties region always displays the default operating unit name as the first party. The Party Role for the operating unit is always shown as Internal, which means that the defaulted party is always an internal party. Click Add Party to add external parties who will be signatories to the document. The Add Party page displays and you need to select the Party Name and Address from the relevant lists of values. The Party Role is defaulted to Partner. Click Apply and Add Another to save your work and add another party. Otherwise, click Apply to save your work and return to the Signatories page.
Add one or more contacts for a party. Click Add Contact to open the Add Contact page. The Party Name is defaulted and you need to specify the Contact Role and Contact Name. The values for Contact Role are: Contracting Officer, SBA Representative, Small Business Professional, Small Business Director, SBA Procurement Center Representative, and Small Business Specialist. Select one of the following values for Signature Type: Self – where the contact will e-sign the document; Proxy – where the administrator receives the offline signature of the contact and then enters the name of the signatory and the signed date in the system. Enter a unique Sequence Number to specify the order in which the approval notifications will be sent. The Sequence Number enables the system to send approval notifications in a sequence, from lowest to highest. Click Apply and Add Another to save your work and add another contact. Otherwise, click Apply to save your work and return to the Signatories page.
The Documents page is used to help you to attach documents to the DD-2579 document. Select a Document Category and then select the Add New Document action and click Go. The Add Contract Document page displays, where you need to specify the document details to attach. The File radio button in the Document Type region enables you to upload a file from your local folder and attach it to the Small Business Coordination Record document. Click Apply to attach the document and return to the Documents page.
When the status of the document is Draft, the following actions are available to users:
Cancel Document: The Small Business Coordination Record document is canceled and the updates to the page are abandoned. The previous page displays from where you can proceed to other actions/tasks.
Delete: This action is visible to the buyer of the document and to super users only. The system displays a warning, asking you to confirm the deletion of the DD-2579. If you confirm and click Yes, the DD-2579 is deleted and is no longer visible in the search results.
Manage Approvers: The Manage Approvers page enables you to view the sequence of approvers for your DD-2579 document and also add one or more ad-hoc approvers. Click the + (plus) sign next to Add Adhoc Approver and enter the relevant data in the fields that appear. Then click Add to add an ad-hoc approver to the list of approvers.
Submit for Approval: This action saves changes to the document, sets the status to Pending Approval and initiates the approval workflow. If no approvers are defined, then the document status changes to Approved automatically. This action will be visible to the buyer of the document and super-users only.
View Action History: The View History page shows you the approval history of the DD-2579 document, signatures history and the versions. Click the link Return to Small Business Coordination Record to return to the DD-2579 page.
View PDF: This action generates a PDF file that shows the draft details of the DD-2579 document.
When the status of the document is Approved, the following actions are available to users:
Submit for Signature: This action sets the document status to Pending Signatures and initiates the E-Signature process.
The notification that enables the signatories to e-sign also has a control number attribute, which can be used to update the SBCR number if needed. If a signatory updates the control number, the SBCR document reflects the updated number.
If no e-signers are available, the document status changes to Signed. This action will be visible to the buyer and to super-users only.
Create New Revision: The existing version is marked as Revised and a new revision is created after copying all the data of the prior version. The new version is marked Draft. The document opens in edit mode. This action is available to the buyer of the document and super-users only.
Withdraw: The existing version is marked as Revised and a new version is created after copying all the data. The new version is marked as Draft. The Type of Coordination is marked as Withdrawal. The document opens in edit mode. This action will be visible to the buyer of the document and super-users only.
Cancel: The status of the document is updated to Canceled.
When the status of the document is Signed, the following actions are available to users:
Create New Revision: The existing version is marked as Revised; a new revision is created after copying all the data. The new revision is marked as Draft. The document opens in edit mode. The value of Type of Coordination is Modification.
Withdraw: The existing version is marked as Revised; a new revision is created after copying all the data. The new revision is marked as Draft. The value of Type of Coordination is Withdrawal. The document opens in edit mode.
Cancel: The status of the document is updated to Canceled.
When the status of the document is Rejected, the following actions are available to users:
Create New Revision: This option appears if the rejection was triggered during the E-Signature process. The existing version is marked as Revised; a new revision is created after copying all the data. The new version is marked as Draft. The document opens in edit mode. The value of Type of Coordination comes from the previous version.
Withdraw: The existing version is marked as Revised; a new version is created after copying all the data. The new version is marked as Draft. The value of the Type of Coordination field is Withdrawal. The document opens in edit mode.
Cancel: The status of the document is updated to Canceled.
When the status of the document is Canceled, the following actions are available to users:
Create New Revision: This option appears if the cancellation was started during the E-Signature process. The existing version is marked as Revised; a new revision is created after copying all the data. The new version is marked as Draft. The value of Type of Coordination field comes from the previous version of the document.